Description

We are seeking an experienced and highly organized Executive Assistant to provide administrative support to our executive team. The ideal candidate will be able to manage multiple tasks and priorities, possess excellent communication skills, and have a strong attention to detail. The Executive Assistant will be responsible for managing the executive team's calendars, scheduling meetings, coordinating travel arrangements, and handling confidential information. The Executive Administrator will provide daily support to the Leadership Team by providing calendar planning, document preparation and dissemination, inventory and space maintenance, etc., to ensure office efficiency.

XPERTECHS has an interactive, fast-paced work environment. Responsibilities may occasionally require an adjusted work schedule and/or evening/weekend hours in order to satisfy customer needs and position requirements. The ability to work onsite in the main corporate office location is required for this position. Occasional remote work / work from home arrangements is made at the discretion of the VP of Professional Services.

Requirements

• Create a welcoming environment for XPERTECHS employees and guests.
• Prioritize and manage multiple tasks projects simultaneously, following through on issues in a timely manner.
• Perform reception activities over the phone and in person.
• Heavy calendar management and coordination.
• Arrange travel schedules and reservations.
• Spearhead all mail, shipping and receiving activities.
• Interface with suppliers and vendors to maintain office operations.
• Establish, implement, refine, and execute upon procedures around office maintenance, supplies / ordering, and policy.
• Coordinate administrative aspects of real estate activities, including leases, subleases, and office moves.
• Help coordinate special events planning / coordination; oversee all logistical aspects of company events and meetings.
• Maintain a wide variety of complex manual and electronic document files and records.
• Run on-demand errands that require use of a personal and/or company vehicle.
• Works with Engineering, Project, Support and Training staff to develop document best practices and training materials for support teams and end users.
• Learn XPERTECHS ConnectWise Manage system for creating, maintaining, assigning and updating tasks schedules.
• Other duties as assigned.

Other Responsibilities

• Assist with the recruiting, interviewing and talent selection process for the best and brightest resources
• Daily inventory management of office materials and equipment, as well as client inventory stored at the XPERTECHS office. 
• Assisting with internal business processes and documentation. 
• Creating Maintaining updated client documentation 
• Creating Maintaining internal Standard Operating Procedures (SOP)
• Daily scheduling of XPERTECHS’ Leadership Team members meetings, etc. 
• Assist the Leadership Team with developing internal training materials
• Assist the Operations Manager with the marketing materials 
• Define, implement and maintain business processes and procedures to meet business objectives
• Analyze and identify opportunities for business process improvements
• Knowledgeable of general office policies and procedures
• Serve as a back-up to other administrative/office support services functions as needed
• Receive and screen telephone calls and visitors. Independently handles procedural, matters of significance, and inquiries. Gather information and disseminate office communications to pertinent parties.
• Receive incoming packages (UPS, Fed Ex, etc.) and input configurations into XPERTECHS’ and Client inventory.
• Prepare outgoing packages as needed. Request delivery verification from shipping vendor and maintain shipping log. Update CW Ticket